Remote working with CheckedSafe for business continuity and compliance

Remote working such as working from home, unless you are a key worker, is essential as a means of practising social distancing during the COVID-19 pandemic. The Government’s guidance for identifying key workers in the transport Industry includes those who will keep the air, water, road & rail passenger and freight transport modes operating during the COVID-19 response, including those working on transport systems through which supply chains pass.

There is more to remote working than just taking your laptop home and It’s very easy to get caught up with the “Going Digital” mentality. Ultimately, you need to ask yourself, can you deploy your current working procedures and discharge your duties by using technology remotely? This is especially important if you have to comply with undertakings already given to regulatory bodies.

Great News, you already benefitting from a paperless operation, you know you can digitally view, schedule and store whatever information you like on your fleet remotely as well as add information about your drivers and operators including licence information, training and a history of the checks they’ve carried out.

There are other benefits of going paperless:

• Quicker access to information
  All your inspections, check and documents can be stored, retrieved, indexed and searched much faster than paper ones. These can be accessed remotely.
• Simpler disaster recovery
  All your business documents can be stored online, instead of filing cabinets or rooms of shelving. If there’s a fire or flood, recovery from a backup is much easier with digital than with paper. Our system is cloud based so always accessible from anywhere.
• Faster reporting and communication
  Paper reporting can be time consuming, inefficient and sometimes inaccurate. Digital reporting arrives in real-time, with instant notifications and which can speed up the rectification process.
• Cost reduction
  You will save money on printing and associated costs. How long do you keep your nil defect and defect cards for? You could even pay less rent or storage – because you won’t space for your files.
• It’s environmentally friendly
  Less printing means fewer trees cut down and less energy used to make paper. In these times where we are all trying to reduce waste this is an important factor.

If you are currently using paper for your daily vehicle inspections and maintenance, you may struggle to work remotely, of course your drivers can scan or fax their paperwork, but this will be time consuming, inefficient and possibly inaccurate. Cast back, during normal operation times, do you always get the correct paperwork at the right time? If not, what are the chances of you getting it now when your remote working.

Using a digital system allows real time reporting, planning and scheduling with all the data accessible 24/7, 365 days a year from anywhere in the world so ask yourself, whilst working away from the office can you:

• Manage and plan your driver’s operations and administration
• Manage, view and action your vehicle’s compliance and fleet management issues.

If you answered No to the questions above, we wouldn’t recommend remote working.

The peace of mind, knowing that all the daily vehicle inspections and fleet maintenance are completed whilst being notified in real time of any defects across your entire fleet adds value and helps streamline your operation. Reducing your administration costs associated with running a paper-based system can be eliminated with staff redeployed into other more profitable areas of the business.

Track non-compliant workers who flout the rules with evidence-based reporting which identifies repeat offenders who expose your company to financial risks and curtailments.

Real-time notification of In-Service defects on checks carried out at the roadside enable your service department to schedule their workflow and more importantly, order parts required before the vehicle has even returned, reducing off road time.